Privacy Policy

Notice of Privacy Practices

Effective Date: May 1, 2025

This notice describes how Live Well VT LLC (DBA Live Well Vestibular Therapy) may use and disclose your medical information, and how you can access this information.

PLEASE REVIEW IT CAREFULLY

This notice outlines the policies and procedures observed by this clinic—including its professional, support, and administrative staff—to ensure the confidentiality and protection of your health information.

YOUR HEALTH INFORMATION

This notice pertains to the health-related information and records maintained by this office concerning your health, medical condition, and the care and services you have received here. Such information may be created or received by this office and may exist in written, electronic, or verbal form. It can include details regarding your medical history, current health status, symptoms, physical examinations, diagnostic tests, results, diagnoses, treatments, medical procedures, prescribed medications, billing records, and other relevant healthcare data.
We are legally obligated to protect the privacy of your health information and to provide you with this notice of our privacy practices. This document explains how we may use and disclose your health information, outlines your rights, and details our legal duties in protecting that information. We are required to comply with the terms of this notice and to notify you promptly in the event of any breach involving your unsecured health information.
 
Our Uses and Disclosures

We typically use or share your information in the following ways:

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• For Treatment – We may use your health information to provide you with medical treatment or services. This may include the disclosure of your information to physicians, nurses, technicians, administrative staff, or other healthcare professionals involved in your care to ensure coordination and continuity of treatment.

• For Health Care Operations  –  We may use and disclose your health information for the general administrative and operational purposes of the clinic. This includes activities necessary to manage our practice, improve the quality of care we provide, and ensure that all patients receive safe and effective medical services.

• For Payment – We may use or disclose your health information as necessary to obtain payment for the healthcare services provided to you. For instance, we may submit claims to your health insurance provider or another third-party payer. Additionally, we may need to inform your insurance carrier about a planned treatment to receive prior authorization or to determine whether the cost of the service will be covered under your plan.

We may use or disclose your health information under the following circumstances:

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• Coordination with Other Health Plans and Providers – We may share your health information with your health plan and other healthcare providers involved in your care. This is done to support efforts in improving care quality, reducing healthcare costs, coordinating and managing services, training staff, and complying with applicable laws.

• Reminders, Treatment Alternatives, and Health-Related Benefits and Services –  We may use your information to contact you with appointment reminders. Additionally, we may use or disclose your health information to inform you about alternative treatment options or other health-related services and benefits that may be of interest to you.
  Personal Representative – If you have designated a personal representative—such as a legal guardian—who is authorized to make healthcare decisions on your behalf, we may disclose your health information to that individual.

We may also use or disclose your health information for the following purposes, in accordance with state and federal law:

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• To Avert a Serious Threat to Health or Safety – If necessary to prevent a serious threat to your health and safety or that of others, we may disclose your health information to individuals or organizations capable of responding to or preventing the threat, such as law enforcement or potential victims.

• Required by Law – We will disclose your health information when mandated by federal, state, or local law.
  Research – Your health information may be used or disclosed for research purposes when approved by an appropriate review process or under limited circumstances as permitted by law.

• Military, Veterans, National Security, and Intelligence Activities – If you are a member of the armed forces or involved in national security or intelligence activities, we may disclose your health information to authorized military or governmental officials. Information may also be shared with appropriate foreign military authorities concerning foreign military personnel.

• Workers’ Compensation – We may disclose your health information for purposes related to workers’ compensation or similar programs that provide benefits for work-related injuries or illnesses.
  Public Health Risks – Disclosures may be made for public health activities such as disease prevention or control, reporting abuse or neglect, addressing product safety issues, or responding to health-related threats.

• Health Oversight Activities – We may disclose your information to oversight agencies for purposes such as audits, investigations, inspections, or licensing. These disclosures help ensure compliance with healthcare regulations and civil rights laws.

• Lawsuits and Legal Disputes – Your health information may be disclosed in response to legal processes such as court orders, subpoenas, or discovery requests, subject to applicable legal restrictions.

• Law Enforcement – We may share your health information with law enforcement officials when required by legal processes such as subpoenas or court orders, and in compliance with applicable law.

• Information Not Personally Identifiable – We may use or disclose health information in a form that does not personally identify you or reveal your identity.

• Family, Friends, and Others Involved in Your Care – We may share your health information with family members, friends, or others involved in your care or in the payment for your care if you verbally agree, provide written consent, or do not object when given the opportunity. 

In circumstances where you are unable to provide consent—such as in cases of incapacity or a medical emergency—we may, based on our professional judgment, determine that disclosing certain health information to a family member or friend is in your best interest. In such instances, we will limit the disclosure to only the information that is directly relevant to that individual's involvement in your care.


 
 
Your Patient Rights

You have the right to:

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• Inspect and Copy: You have the right to inspect and obtain copies of your health information, including medical and billing records that we maintain and use in making decisions about your care. We may charge a fee to cover the costs of copying, mailing, or other supplies related to your request. In certain limited circumstances, we may deny your request to inspect or copy your records. If your request is denied, you have the right to ask for a review of that denial. We will comply with the outcome of that review.

• Get Notice of Breach: We are committed to protecting your personal health information. If a breach occurs that compromises your protected health information, we will notify you promptly in accordance with applicable state and federal laws.

• Amend Records: If you believe that any health information we have about you is incorrect or incomplete, you have the right to request an amendment, as long as we maintain that information. We may deny your amendment request if it is not in writing or if it does not include a valid reason. We may also deny it if the information: was not created by our office, is not part of the health information we maintain, is not information you would be allowed to inspect and copy, or is already accurate and complete.

• Accounting of Disclosures: This accounting will include the name of the recipient and the reason your information was disclosed. This includes disclosures for purposes other than treatment, payment, or healthcare operations, and excludes those made with your written authorization or under specific circumstances involving national security, correctional institutions, or law enforcement. You are entitled to one free accounting every 12 months. If you request additional accountings within the same 12-month period, we may charge a reasonable, cost-based fee, and we will notify you of any such charges in advance.

• Request Restrictions: You may request a restriction on how your health information is used or disclosed for treatment, payment, or healthcare operations. You may also request a limitation on disclosures to individuals involved in your care or payment for your care, such as family members or friends. If you or someone on your behalf pays for a service in full and you request that we not share information about the service with your health plan, we are legally required to honor that request, unless the disclosure is required by law. 

• Request Confidential Communications: You have the right to request that we communicate with you about medical matters in a specific way or at a specific location. For instance, you may ask that we contact you only via cell or send mail to a specific address. We will comply with all reasonable requests. 

• Receive a Copy of this Notice: You have the right to receive a paper copy of this privacy notice at any time. Even if you have chosen to receive this notice electronically, you may still request a printed version.

• Appoint someone to act on your behalf: If you have designated someone as your medical power of attorney or if a person is your legal guardian, that individual may exercise your rights and make decisions regarding your health information on your behalf. Before taking any action, we will verify that this person has the legal authority to act for you.

• File a complaint: If you believe your privacy rights were violated you have the right to file a complaint with our office or with the Secretary of the Department of Health and Human Services. 

 
Your Choices

You have choices about how we use and share your information in specific situations. We will not use or disclose your health information for any purpose other than those identified in the previous sections without your specific, written Authorization. We will not perform the following without your Authorization, unless otherwise permitted under federal law:

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• Sell your information,

• Use or disclose any psychotherapy notes about you, or

• Use or disclose your health information for marketing purposes.

If you sign an Authorization for us to use or disclose health information about you, you may revoke that Authorization, in writing, at any time.
 
Our Responsibilities

We are required by law to protect the privacy and security of your health information. If there is ever a breach that could affect the privacy or security of your data, we will inform you without delay. We are obligated to follow the responsibilities and privacy practices outlined in this notice and will provide you with a copy upon request. Your health information will only be used or disclosed as detailed in this notice, unless you give us written permission for other uses. If you do provide such authorization, you have the right to withdraw it at any time in writing.
 
About This Notice

We reserve the right to change this notice at any time and to make the revised notice effective for all medical information we currently have about you, as well as any information we receive in the future. The most current version of the notice, or a summary of it, will be posted in our office and on our website. You are entitled to receive a copy of the notice that is currently in effect.
 
File a Complaint

If you believe your privacy rights have been violated, you have the right to file a complaint with our office or with the Secretary of the Department of Health and Human Services. 
 
To file a complaint with our office, please contact:
 

• Jessica Audy PT, DPT at Live Well VT LLC

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You may also file a complaint by contacting:

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• U.S. Department of Health and Human Services Office for Civil Rights
  200 Independence Avenue, S.W.
  Washington, D.C. 20201
  (877) 696-6775
  www.hhs.gov

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We will not retaliate against you for filing a complaint.
 
We must comply with several conditions in the law before we can share your information for these purposes. For more information visit: https://www.hhs.gov/hipaa/for-individuals/guidance-materials-for-consumers/index.html
 

Non-Discrimination Policy

At Live Well VT LLC, we are committed to maintaining a professional, welcoming, and inclusive environment for all patients, staff, and visitors. We believe everyone deserves compassionate care and equal access to services, free from discrimination or bias.

Policy Statement
 
Live Well VT LLC strictly prohibits discrimination, harassment, or retaliation based on:

• Race

• Color

• National origin

• Ancestry

• Religion or creed

• Age

• Sex (including pregnancy and related conditions)

• Marital status

• Physical or mental disability

• Sexual orientation

• Gender identity or gender expression

• Military or veteran status

• Political belief or affiliation

• Genetic information

• Any other status protected under federal law or the laws of the State of Montana
   

This policy complies with federal civil rights laws and Montana state statutes, including the Montana Human Rights Act, which ensures protection from discrimination in employment, housing, education, public accommodations, and government services.

Scope of Policy

This non-discrimination policy applies to all aspects of our clinic’s operations, including:

• Patient evaluation and treatment

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• Hiring, employment practices, and workplace behavior
   

• Access to facilities and services
   

• Staff interactions with patients, vendors, and community members
   

• Marketing, outreach, and community engagement
   

Accessibility and Reasonable Accommodation

Live Well VT LLC is committed to making its services accessible to all. We will make reasonable accommodations to ensure patients and employees with disabilities have equal access and opportunity, in accordance with the Americans with Disabilities Act (ADA) and Montana state law.

How to Report Discrimination

If you feel you have experienced or witnessed discrimination, harassment, or retaliation at our clinic, please report the matter directly to the Clinic Director or contact our Compliance Officer. All reports will be reviewed promptly and confidentially. No person will be subject to retaliation for filing a concern in good faith.

Commitment to Inclusion

We are committed to ongoing education and improvement in promoting diversity, equity, and inclusion. Staff training and policy reviews are conducted regularly to reflect best practices and uphold the highest standards of ethical care.